Quotation format

A quotation tells a customer exactly what you will supply, for how much, and for how long that price holds. This template has a quote number, the scope of work, itemised lines with quantity and rate, discount and tax, a validity date, payment and timeline terms, exclusions and a signature block so the customer can accept in writing. It suits contractors, suppliers, agencies and freelancers.

Templates

• Quotation (document): A price quotation or estimate for customers, with a quote number, scope of work, itemised prices, tax, validity, payment and delivery terms and a signature block to accept it.
• Proforma invoice (document): A proforma invoice to send before a sale, for advance payment, import paperwork or a buyer's approval, with item details, HSN codes, estimated tax, validity, delivery and payment terms.

How to use these templates

1. Open the quotation and enter your business details, including your GSTIN or VAT number if you are registered.
2. Describe the job to the AI in your own words, for example "supply and fit 6 split ACs, copper piping up to 3 m each, 18% GST, 50% advance", and ask it to fill the items and price summary.
3. Check every quantity and rate, set a validity date, and list what is not included so there are no surprises later.
4. Download as PDF and send it. When the customer signs and returns it, raise an invoice that refers to the quotation number.

Writing a quotation that wins the job and avoids disputes

• Describe the scope in a sentence the customer would recognise, then itemise. Customers compare quotes line by line.
• Always set a validity date, such as 15 or 30 days. Material prices change, and an open-ended quote can be held against you.
• Spell out exclusions, such as civil work, permits or delivery beyond a set distance. Most disputes start from something each side assumed.
• Say whether prices include tax. In India, show GST separately with the rate; in the UK, say whether prices include VAT; in the US, sales tax depends on the state, so say if it will be added.
• Number every quotation and keep a copy, so you can match acceptances and invoices to it later.

Frequently asked questions

What is the difference between a quotation, an estimate and a proforma invoice?

A quotation is a fixed price for a defined job, valid for a set period. An estimate is an approximate figure that may change as work goes on. A proforma invoice looks like an invoice and is sent before supply, often so the buyer can arrange payment. None of them is a tax invoice.

Is a quotation legally binding?

A quotation is an offer. Once the customer accepts it, it can form part of a binding agreement in many countries, which is why the validity date, scope and exclusions matter. For large jobs, use a written contract as well.

Do I charge GST on a quotation?

You show the GST that will apply, but GST is charged on the tax invoice you issue for the supply, not on the quotation.

How do I turn an accepted quotation into an invoice?

Open the invoice or GST invoice template, paste the quotation text and ask the AI to "make an invoice from this quotation". Then add the invoice number and date.

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